Oregon Department of Education

ESEA Title III: English Learner Data Collection

2017-18

Frequently Asked Questions

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EL Data COLLECTION REPORTING REQUIREMENTS

TABLE OF CONTENTS

Page

What Timeline is Reported...... 1

What school year is being collected in the ESEA Title III: EL Data Collection?

Is this collection a true “as of” collection (i.e., snapshot in time), or cover a period of time?

What Resources are Available...... 1

Where can I get information online regarding submission of 2017-18 data?

Which Records are Reported...... 1

Which student records should be reported?

Who are EL students?

If a student has attended several schools within the district, is a separate record reported for each building?

If a student was reported to the Fall collection, do I still report the student to the Spring collection?

Have no EL students to report. How do we notify the ODE?

Charter and Alternative School Reporting Requirement...... 3

Are charter schools required to report to this collection?

Are alternative schools required to report to this collection?

Data Submission and Retrieval Options...... 4

I can run a query from student database that will have majority of information requested and put it into spreadsheet to upload to ODE. Will this function be available for this collection?

Can I run a report of data submitted to verify all student records have been received?

What reports are available to 2017-18 EL Collection?

What Data is Needed for this Report...... 5

What information do I need to have in order to fill out the fields correctly?

Which groups will still need to have local assessment data reported?

If a student is exited from program as proficient, does an exit date need to be reported?

Our district has course codes that are more specific than ODE codes. Can we add another field for local codes, or allow multiple submissions for same program model combination?

What Code do I use for this Scenario?...... 6

Not sure what LEP Record Type code to use for a student, where can I get help?

Have an EL student being tutored at home due to health, and not able to take ELPA21. He is not on an IEP. Where does this information get inserted?

If student moves from district after has taken ELPA21, should student be reported as having taken ELPA21 in our district, or will receiving district be administering ELPA21 to same student during the same academic year?

If student withdraws prior to ELPA21 testing window being opened, what record type is this student?

Have a student who does not receive services, do we have to enter this student in the EL Collection?

Student who is not receiving services has scored a 5 on ELPA21, how is he exited?

Student was not exited at end of prior school year and should have bee, how to code the student?

Data Submission Timeline...... 8

District has students who enroll annually in June, are we required to report these students? If so, how will the records be submitted after the close of the EL Collection?

May district get an extension and submit EL Collection data later than May 25, 2018?

Special Circumstances...... 9

If a student has an IEP for writing (for example), who determines if the student takes ELPA21?

New student enrolled from another Oregon SD, how do we know if student has participated in ELPA21?

Student currently served by program has submitted a waiver at end of school year for following school district, what LEP record type code should be used to submit this student?

LEP Record Types – Decision Chart...... 10

Resources...... 12

EL Data COLLECTION REPORTING REQUIREMENTS

What Timeline Is Reported?

Q:What school year is being collected in the ESEA Title III: EL Data Collection?

A:The current school year of 2017-18.

Q:Is this collection a true “as of” collection (i.e., a snapshot in time), or does it cover a period of time?

A:The fall 2017-18EL Collection is a “as of” collection – the asof date is October`1, 2017.

The spring 2017-18ELCollection is gathered by the district from the schools over the course of the entire 2017-18school year. This is not a “snapshot collection” because there is no “as of” date. This collection is the one used for accountability reports and Title III allocations.

Please submit a student record for eachEL student who has been enrolled in the district anytime during the 2017-18 school year to the spring collection.

What resources are available?

Q:Where can I get information online regarding submission of 2017-18 data?

A:All documentation for the ESEA Title III: EL Data Collection will be available in the documentation section for this collection on the Schedule of Due Dates on the district web page. As soon as documentation is available, it will be posted there. The district web page is located at ODE District Secure web page

The data owner has an email address and phone number listed on the Schedule of Due Dates(linked from the district web page above).

Training presentations are posted to the ODE District web page training page, Title III Meetings and Events web page, and the EL data collection web page.

Which records are reported?

Q:Which student records should be reported?

A:The following groups of ELs are submitted to the collection:

  • Current ELs-- All students identified as an ELs should be reported, including EL students attending charter schools and alternative program(s).
  • Record Types (1-A, 1-B, 1-C, 1-D, 1-E, 4-N, 4-O, and 4-P)
  • All students found ineligible to receive services on the intake assessment during the 2017-18 school year.
  • Record type – 3-H
  • Monitored ELs-- students who exited as proficient in 2013-14,2014-15, 2015-16, or 2016-17
  • Record type – 5-M
  • Former ELs-- students who exited prior to 2013-14
  • Record type 5-F

All students identified as ELs must take the ELPA21 this year. This group includes students served in the ELD program,AND students identified as EL whose parents declined services (LEP Record Type Code 4-N,4-O, 4-P).

The most recent guidance from the USDOE states:

In section 1111 (G) (1) – Assessments of English Language Proficiency, all EL children are assessed on theELP assessment annually. As far as TitleI is concerned, a parent request to opt out of an assessment is not authorized. (USDOE)

Q:Who are English learnerstudents?

A:All students who meet the Title III definition for English learner student: [ESEA Title VIII-General Provisions Part A – Definitions Sec 8010 (20)].

English Learner (EL) – The term “English learner” when used with respect to an individual, means an individual:

  • who is aged 3 through 21;
  • who is enrolled or preparing to enroll in an elementary school or secondary school;
  • (i) who was not born in the United States or whose native language is a language other than English;
  • (I) who is a Native American or Alaska Native, or a native resident of the outlying areas;

AND

  • who comes from an environment where a language other than English has had a significant impact on the individual’s level of English language proficiency; or
  • who is migratory, whose native language is a language other than English, and who comes from an environment where a language other than English is dominant; and
  • whose difficulties in speaking, reading, writing, or understanding the English language may be sufficient to deny the individual --
  • the ability to meet the State’s proficient level of achievement on State assessments;
  • the ability to successfully achieve in classrooms where the language of instruction is English; or
  • the opportunity to participate fully in society.

Note: A language other than English spoken at home does not automatically qualify a student as an English learner;likewise, a home with only English spoken in the home does not automatically exclude a student from being an English learner, refer to Native American/Alaska Native.

Q:If a student has attended several schools within the district, is a separate record reported for each building?

A:NO. A single student record per district should be submitted reflecting the status of the student at the school where the student was enrolled

  • Fall 2017-18as of October 1, 2017.
  • Spring 2017-18at the end of the school year for the entire school year.

Q:If a student was reported to the Fall collection, do I have to report the student to the Spring Collection?

A:YES. The fall collection is a point in time, but the spring collection is the one that is used for all accountability and Title III allocations.

Q:Our district does not have any EL students to report? How do we notify the ODE that the district will not be submitting records to this collection?

A:Please click on the verify submission button on the status tracking page of the EL Collection.

Charter and Alternative School Reporting Requirement

Q:Are charter schools required to report to this collection?

A:YES. Charter schoolswho receivestate funds are obligated to comply with all reporting requirements. The district in which the charter school is located is responsible for ensuring compliance. Charter schools that are state sponsored are responsible for their own submission.

Q:Are alternative schools required to report to this collection?

A:Alternative schools are required to report to the data collection based on their agreements with the resident district. ODE will cross validate this collection with ADM to ensure all identified ELs (current, monitored, and former) are included.

Data submission and retrieval options

Q:I can run a query from my student database that will have the majority of the information requested, and put it into a spreadsheet to upload to ODE. Will this function be available for this collection?

A:Yes, you can upload an Excel spreadsheet as a CSV file. A preformatted CSV template is available on the file format page linked from the ODE District secure web page.

Make sure you run queries that will give you the ELs to be reported, monitored, former ELs, and those students who did not qualify this year as an EL.

Q:Can I run a report of the data submitted to ODE to verify all my student records have been received?

A:Yes, you can run a production download for this collection. Production downloads are available for previous years as well. This download is a record of the records accepted by ODE. Any records with errors will not be included in this download.

It is strongly recommended that the district run and verify their data submission.

Q:What reports are available for the 2017-18 Collection?

A:The production download is one report available from this collection. This report will provide the districts a copy of all EL student records submitted and received by the ODE data system.

NOTE: All records with errors are not included in the production download report until the error is cleared.

Another report is the EL Student History Report. This report is linked to SSID; whenever a district updated their SSID files with ODE then this report will provide a list of all students enrolled in that district who have ever been reported to the EL data collection. Start Dates, Exit Dates, language of origin, most recent ELP assessment data is included in the report.

What data is needed for this report?

Q:What information do I need to have in order to fill out the fields in this collection correctly?

A:The data fields specific to the 2017-18ESEA Title III: English Learner Data Collectionare:

  • LEP Record Type
  • Program Model 1
  • Program Model 2
  • Program Model 3
  • Proficiency Test Name Code –
  • 06 ELPA21 (for 1-B, 1-C, 1-D, 4-N, 4-P)
  • 01, 02, 03, 04, 07 for students identified as EL in 17-18 and for students who are not qualified as an EL- 3-H)
  • 00 Did not test (1-E and 4-O)
  • Composite Scale Proficiency Level -
  • Required: 00 for ELPA21 –
  • ODE will load the ELPA21 proficiency levels directly from Student Centered Staging.
  • Required: Identified as an EL in 2017-18 and 3-H records, scale is available based on selected Proficiency Test reported.(Numbered Memo Identification)
  • Proficiency Test Administration Date
  • Blank for students who participated in ELPA21
  • Required entry for students identified as English learners in 2017-18 and students not eligible to receive services LEP Record Type 3-H
  • Required: LEP Start Date (all identified ELstudents, regardless of service – required for 5M and 5F records)
  • Required: LEP Exit Date (all students the district has deemed as proficient – required for 5M and 5F records

Additional fields required in the EL Collection:

  • Language of Origin
  • LEP Flag
  • SPED Flag
  • Migrant Flag
  • SIFE Flag
  • 504 Flag
  • Waiver Effective Date (for all 4-N, 4-O and 4-P records)

These data fields are submitted along with district, school, and student demographics, which conform to the Consolidated Student Collections file format identified in another document found at:

Q:Whichgroups will still need to have local assessment data reported?

A:All students identified as EL in 2017-18and students found ineligible for ELD services on the intake assessment (Category 3) need to have their local assessment data reported.

  • The following specific local proficiency test information is required:
  • Test Name Code
  • Test Administration Date
  • Composite Scale Proficiency Level

Q:If a student is exited from the program as proficient, does an exit date need to be reported?

A:YES. The exit date field is required in the 2017-18 data collection. If an exit date is not entered, the student is not exited on ODE records, and will not be included in EL accountability calculations as exited. The student will have to have an exit date the next school year.

Q:Our district has course codes that are more specific than the ODE codes for program model type. Can we add another field for the local course codes, or allow multiple submissions for the same program model combination?

A:NO on both accounts. Please report the course only once with the appropriate ODE code. All our calculations and reporting requirements are keyed from these specific codes. We do allow up to three program model codes that allow for various program model combinations.

What code do I use for this scenario?

Q:I’m not sure what LEP Record Type code to use for a student, where can I get help?

A:At the end of this document is a chart that helps determine LEP Record Type codes. You can also contact the data owner. Data owner contact information is located on the Schedule of Due Dates.

Q:We have an EL student who is being tutored at home because he is very ill. He is unable to come to school due to his health. He will not be able to take ELPA21. He is not on an IEP. Where do I put the information on that student?

A:This student will be category 1E on the collection - Did not take ELPA21 but participated in an ELD program.

Q:If a student moves from our district after the student has taken ELPA21, should that student be reported as having taken ELPA21 in our district? Or, will the receiving district be administering ELPA21 to the same student during the same academic year?

A:The district administering ELPA21 reports the student as having taken ELPA21 in that district.

The receiving district will not be able to administer ELPA21 to the same student during the same academic year. The receiving district will have the student’s ELPA21 proficiency level applied to their EL accountability calculations, even though the test was administeredin another district.

The receiving district codes the student as 1-E, because the district did not administer the ELPA21.

Q:If a student withdraws prior to the ELPA21 testing window being opened, what record type is this student?

A:This student is coded is a 1-E. ODE will compare the EL Collection to Cumulative ADM to ensure that the student was unable to test due to not being enrolled during the official ELPA21 testing window.

In Student Centered Staging after the EL collection is closed, a "virtual" test record is generated that indicates the student did not test. This student will be included in the EL accountability calculations as participation in ELPA21 is required by all EL students.

Q:We have a student who does not receive services; do I have to enter this student in the EL Collection?

A:YES. If the student is identified as an EL student, this student needs to be included. Students who do not receive services by parent/guardian request are coded as either 4-N, 4-O, or 4-P.

  • 4-N students are students who have a waiver for services and participated in ELPA21; OR
  • 4-O students are students have a waiver for services and did not participate in ELPA21 testing;OR
  • 4-P students who previously exited the ELD program and have a waiver for service. (only used for the year the student re-enters as a current EL.

Q:A student who is not receiving services has scored a 5 on ELPA21, how do I exit this student?

A:An LEP Exit Date can be entered for a student with a 4-N,4-O, or 4-P LEP Record Type.

The LEP Record Type for this student is not changed to a 1-C (exited from services); simply enter an LEP Exit Date in the 4-N,4-O, or 4-P record. This student will be included in the EL accountability calculations as exiting.

Q:A student was not exited at the end of the prior school year and should have been, how do I code the student?

A:Code the student as a code 1-E(if the student would have been served by the program), include the exit date in the exit date field and include the student was not participating in the program (if the exit is at the beginning of the school year) or code the appropriate program model codes (if the student was served by the program for 1 or more days).

For students with waivers of service, just include the exit date in the waiver code, do not change the record type to 1-C or 1-E.

Data Submission Timeline

Q:The district has students who enroll annually in June, are we required to report these students? If so, how will the records be submitted after the close of the EL Collection?

A:YES. The ODE will reopen the EL Collection for a complete review. Please add these students during this review window of June 8-18, 2018.

During this time, districts will be able to add student records for students enrolling or identified after the Juneclosing.

Districts will also have the opportunity to edit any student records submitted to the EL Collection.

Q:May districts get an extension and submit EL Collection data later thanMay 25, 2018?